University Center Activities & Events (ucae)

Policies for Student Organizations

Duke University policies are designed to help student organizations develop valuable organizational skills and to access a variety of resources. In addition to the policies listed below, you may wish to refer to the complete Duke University Information and Regulations Bulletin.

UCAE Banner Policy
Check with the UCAE Front Desk to inquire about reservable banner locations in UCAE spaces. 

Duke University Land Use Policy
The Duke University campus is designated as a educational space for the intellectual growth and enjoyment of its community members. The 

Duke University Land Use Policy 

/sites/default/files/u73/Land%20Use%20Policy%201%2022%2016.pdf

 

outlines the appropriate use of University space and should be followed at all times. The 

Duke University Land Use Policy 

/sites/default/files/u73/Land%20Use%20Policy%201%2022%2016.pdf

 

 supersedes in the event of any discrepancy between Duke University space policy. 

Sponsored Corporate Solicitation Policy
Please refer to the Sponsored Corporate Activities and Solicitation Policy for clarification on the role of outside businesses on campus. It is important to note that Duke University strongly adheres to its no solicitation guidelines.

Off-Campus Bank Accounts
Departments, student groups and organizations, or individual employees or faculty may not establish bank accounts using either the name or tax identification number of Duke University or the Duke University Health System.  Individuals with knowledge of, or reason to believe, that an unrecorded bank account has been established with the name or tax identification number of either entity should immediately report this information to Resource Administration or Treasury and Cash Management.

Student Organizations External Fundraising Guidelines
Student groups may, at times, engage in various forms of off-campus fundraising. Review this policy for details and instructions on obtaining approval of your fundraising activities.

Duke Student Government Policies
Duke Student Government (DSG) and its Student Organization Finance Committee (SOFC), in conjunction with the Office of Student Activities and Facilities, oversee student organizations at Duke. Visit DSG's website to review the SOFC bylaws and other pertinent documents.

Gambling & Raffles
According to the current Duke University Information and Regulations Bulletin, it is against North Carolina state law and Duke University policy to gamble. A person/organization is guilty of gambling if he/she/it operates, plays, or bets at any game of chance at which any money, property, or other thing of value is bet. The current version of the NC state law can be found in Section 3.(e) of the North Carolina State Lottery Act.

Student Organization Mail Policy
Refer to the Student Organization Mail Policy prior to arranging for deliveries of mail and packages.

Pickets, Protests & Demonstrations Policy
Duke University respects the right of all members of the academic community to explore and to discuss questions which interest them, to express opinions publicly and privately, and to join together to demonstrate their concern by orderly means. Read the complete policy.

Plaza Use Policy
This policy guides the appropriate use of the Plaza so that all may enjoy this space safely and peacefully.

Gifts, Prizes and Awards
Approval must be obtained from UCAE prior to the purchase of:

  • Any gift, prize, or award for a Duke University employee, student, or friend including monetary awards and non-monetary items;
  • Donations to not-for-profit organizations from events sponsored by student organizations.

It is strongly suggested that the value of any gift, prize, or award be kept under $100 due to tax purposes. The recipient of the gift, prize, or award must complete the prize winner form, which must then be signed by an UCAE member.

Tabling
Tabling on the Plaza is an effective way to promote your organization's events and causes. Review the Tabling Policy for details.

Duke Trademark Licensing Policy
The Office of Trademark Licensing provides information, guidelines, and procedures related to the use of Duke's trademarks, in a manner that protects the integrity of the institution's trademarks and ensures such trademarks are used in an appropriate manner. All purchases from outside vendors must be done so with approved Duke University vendors, this includes any promotional item that is paid for with any Duke funds. 

Student Use of Personal Vehicles
If you drive your own car on organizational business, your own insurance policy (or parent’s, depending on who owns/insures the vehicle) serves as the coverage for third party liability and physical damage to your vehicle. The university’s insurance policies do not extend to provide protection. This is a potentially large responsibility; if you are not comfortable with it, consider making other transportation arrangements. Please see the section on transportation for suggestions on rental car companies and car services.

International Travel Policy
Whether part of a class or an organized student group activity, if travel abroad 1) uses University funds; 2) is sponsored by a University ‘group’ and/or 3) is to earn credit for a Duke degree, then the trip is governed by the Duke University International Travel Policy [hyperlink to: http://global.duke.edu/admin/travelpolicy/index.php].  Duke maintains its own ‘Restricted Regions List’ which reflect areas of the world that are restricted by the University whether due to safety concerns or Federal Sanctions.  Students wishing to travel to an area on this list must first petition for a waiver of the University’s restriction.  All undergraduates traveling abroad must register their travel plans in the Duke Registry.  Student travelers should also print/carry the Duke-ISOS membership card found at http://global.duke.edu/admin/ISOS_Card.pdf and call their Alarm Centers in the event of an emergency abroad. 

Ticket Sales Tax Policy 
Effective, January 1, 2014, North Carolina sales tax of 7.5% will be charged on admission to entertainment activities in Durham County (effective rate is 6.75% in Carteret County). Entertainment activities are defined as any: live performance or event, motion picture or film, sporting event, museum, cultural site, garden, exhibit, show, guided tour, or any admission expense to view or watch an event for entertainment purposes.  Amenities, such as parking, access to services, or food, when included in the cost of a ticket are not taxable. A Duke event may be exempt from sales tax when attendance is limited to a closed group and education is the primary purpose of the event. 

Options to Student Groups for Tax Compliance

  • Preferred Method: Sell tickets through the Duke University Box Office.  Please contact the Box Office (tickets@duke.edu) at least three weeks prior to the desired ticket on sale date.
  • Preferred Method: Collect admission via DukeCard Readers.  Contact the DukeCard office (http://dukecard.duke.edu/) to request card readers prior to your event.
  • Deposit cash admissions with the UCAE Business Office.  7.5% of the total deposit will be taken out for taxes.

If your event is being held in a campus theater (Reynolds, Sheafer, and Baldwin), you are required to ticket through the University Box Office.  Please reach out to the Box Office to discuss ticketing at tickets@duke.edu at least 3 weeks before your desired on sale date.

First Week of Classes and Student Events:
During the fall semester first week of classes, student organizations are not allowed to host events with alcohol.  Section parties are also not permitted.  Duke University is committed to providing a fun and alcohol free welcome week to all first year and returning students.  To this end, students and organizations are encouraged to participate in First Big Week programming.